EA TO COO OF THEATRE COMPANY

Location
London (Central), London (Greater)
Salary
£45k - £50k
Posted
14 Aug 2019
Closes
11 Sep 2019
Job Title
EA
Industry Sector
Creative, Events, Media
Contract Type
Permanent
Hours
Full Time

We are looking for an experienced EA to provide effective administrative & diary support for the COO of a well-known and highly regarded Theatre company, ensuring the smooth running of the office and all aspects of their professional life.

Candidates must be confident to step straight into the role and pick up all standard EA responsibilities (manage diary, inbox, travel etc…) to a high level. Theatre experience / interest and knowledge of the industry and who’s who would be ideal but not essential.

 

Hours:                  Full time

Location:              London

Salary:                  DOE

Start Date:            ASAP

Interviewing:        Now

 

 

Responsibilities include, but not limited to:

  • Provide an efficient, effective and confidential secretarial support.
  • Diary & contacts management, inbox management and written communication to internal and external senior stakeholders.
  • A significant part of this role will be to lead the preparation of the monthly Board pack and supplementary materials:
    • Create & manage an effective Board pack timeline to always achieve deadlines for pre-Board final executive review and circulation
    • Quickly establish strong relationships with the team to take the lead on ensuring individual completion deadlines are met
    • Proof reading and correction of spelling & grammatical errors
    • Check inputs to Board pack for consistency & clarity and correct/edit as necessary
    • Ensure COO calendar is managed to enable final review
    • Responsible for distribution of Board pack to all attendees
  • Preparation and coordination of commercially sensitive, and highly confidential, information and documents.
  • Take minutes at various meetings and distribute in a timely manner and following up on actions as appropriate.
  • Acting as a first point of contact, screening and handling calls as appropriate, whilst keeping an up to date contact list.
  • Ensure all expense returns are completed efficiently for COO and assist with invoice coding.
  • Organise room bookings, restaurants and meetings for departments and and wider company.
  • Planning and co-ordination of all company events including 6 monthly full company meetings, Summer Party and Christmas Party, including sourcing venues, catering, invitations and overseeing all logistics.
  • Responsible for researching and sourcing corporate gifts.
  • Responsible for updating company Christmas card and gift list throughout the year and managing the Christmas cards (physical and e-cards) process for the company for over 2,000 contacts, and Christmas gifts to over 300.
  • Organise travel and produce travel itineraries for the team where applicable.
  • Managing Finance and Company Secretarial deadlines on a weekly, monthly and annual basis.
  • Carry out any other administrative duties that may be reasonably required by the management team and provide cover during periods of annual leave.
  • Undertake projects as directed.
  • Provide telephone and reception cover when required.

 

 

Candidates must be / have:

  • Preferably educated to degree level
  • Solid administrator.
  • Self-motivated and able to work alone as well as part of a highly collaborative team.
  • Able to maintain complete confidentiality and work with the utmost discretion and integrity.
  • A conscientious approach with forensic attention to detail.
  • High standard of written English.
  • A fast and willing learner.
  • An ability to build rapport quickly and communicate across all levels of management.
  • An intelligent/articulate communicator.
  • Professional telephone manner and excellent communication skills.
  • A flexible “can do”, patient and calm attitude – especially under pressure.
  • Excellent multi-tasker and swift problem solver.
  • Highly organised and adaptable, able to manage shifting priorities and cope with last-minute changes.
  • Interest in Theatre and the Arts.

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